saving email - aztcs.apcug.org

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SAVING EMAIL

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http://www.windowsusers.org/

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Web location for this

presentation:

http://aztcs.orgClick on

“Meeting Notes”

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SUMMARY

The email messages that you

receive from others in your

"Inbox" can be saved onto a

local hard drive or "burned" on

CD-R* or DVD-R* media for

future use. There are several

ways to accomplish this.

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TOPICS

• Basics of Saving Email To A

Local Hard Drive

• Saving Only The File Attachment

of an Email Message

• Saving An Entire Email Message

Manually

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TOPICS (continued)• Saving Parts Of An Email

Message With Snipping

Tool/Grab/Shutter

• "Gmail Offline" Extension for the

Chrome Browser

• "Google Takeout" to Save Gmail

as an MBOX File

• A Free MBOX File Viewer

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TOPICS (continued)

• "Thunderbird" Program To Save

Email as MBOX files

• "Outlook" Program To Save a Single

Email Message as an .MSG File

• "Outlook.." Program To Save Email

As A *.PST File

• "Outlook(.com) Offline" Working

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BASICS OF SAVING EMAIL

• Most recipients of email

download file attachments to a

"Downloads" folder in their

computers.

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BASICS OF SAVING EMAIL

(continued)

• However, the downloaded file

attachments themselves often

have no indication of who sent

them and when and why

because the text in the body of

the received email message is

not also saved.

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BASICS OF SAVING EMAIL (continued)

• To make the downloading of file

attachments from email

messages less confusing, you

can save both the file

attachment(s) and the email text

parts of an email message and

keep them together.

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• This means that, for any specific

email message that you receive

in your "Inbox", you need to save

both the file attachment(s) and

the "body" of an email message

at the same time and keep them

together.

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• There are many ways to save the

text and the file attachment(s) of an

email message at the same time:

Some ways of saving email message

rely on "File Save As.." in in

operating system.

Some methods rely on the features

of the Web site of a particular

Webmail email provider.

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• Some methods rely on the

features of a particular "email

client program.

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SAVING ONLY THE FILE

ATTACHMENT(S) OF AN EMAIL

MESSAGE

• Here is a typical email message

in Gmail when you access it as

"Webmail" in the "Google

Chrome" Web browser:

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MESSAGE (continued)

• In this Gmail email example,

clicking on the file attachment

plays it as a 1-minute streaming

video:

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MESSAGE (continued)

• When you hover the mouse

cursor over the file attachment,

you get buttons:

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MESSAGE (continued)

• The left "downward arrow" button

downloads the file attachment to

a local hard drive

• The right "recycle symbol" button

saves the file attachment at your

personal cloud storage account

at "Google Drive"

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SAVING AN ENTIRE EMAIL MESSAGE

MANUALLY

• You can save an entire received

email message as a text file, a

Adobe Acrobat PDF file, and one or

more file attachments, and put all of

these files in a folder named

<year>-<month>-<day>-<time>

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MANUALLY (continued)

• Saving email messages in this way

will make them sort in temporal

order

• Saving email message in this way

gives you the best compliance with

industry standards such as

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will increase your compliance with

industry standards and practices

such as "Health Insurance Portability

and Accountability Act" and

"attorney-client privilege"

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"future-proofs" the saved email

messages and makes they easier for

others to view and use the saved

email messages.

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works for both Webmail and "client

email program" access to email

messages

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• Step 1:

File, Save As.., select *.txt option,

etc.

• Step 2:

File, Print, select PDF printer, etc

• Step 3:

Download the file attachment(s)

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• Step 4:

Create a new folder called

<year>-<month>-<day>-<hour>

• Step 5:

Move all of the files created in Steps

1, 2, and 3 into the folder created in

Step 4

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SAVINGS PARTS OF AN EMAIL

MESSAGE WITH SNIPPING

TOOL/GRAB/SHUTTER

• "Snipping Tool" is a Windows applet:

Start button,

Windows Accessories,

Snipping Tool

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TOOL/GRAB/SHUTTER (continued)

• "Grab" is a MacOS applet:

Applications,

Utilities,

Grab

or

Shift + Command + 4

where the Command key is the one

with the Apple symbol

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TOOL/GRAB/SHUTTER (continued)

• "Shutter" is a Linux program.

See

http://shutter-project.org/

http://shutter-project.org/

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"GMAIL OFFLINE" EXTENSION FOR

THE CHROME WEB BROWSER

• To install "Gmail Offline" for

the Chrome Web browser,

see

https://support.google.com/

mail/answer/1306849?hl=en

https://support.google.com/mail/answer/1306849?hl=en

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(continued)

• To run "Gmail Offline" when

your computer does not

have an active Internet

connection,

Start up the Google Chrome

browser:

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(continued)

• Click on "New tab":

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(continued)

• Click on "New tab":

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https://drive.google.com/ope

n?id=0BzcwwlMLbPzLYmVf

Y0RyRXBqLUU



Y0RyRXBqLUU



Y0RyRXBqLUU

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(continued)

• Click on the Apps icon:

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(continued)

• Click on the "Gmail Offline":

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"GMAIL TAKEOUT" TO DOWNLOAD

ALL OF YOUR GMAIL AS AN MBOX FILE

• The Mbox file format can

store entire email messages

and their folders as explained

at .

https://en.wikipedia.org/wiki/

Mbox

https://en.wikipedia.org/wiki/Mbox

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(continued)

• To download all of your Gmail

as an Mbox file, go to

https://takeout.google.com/se

ttings/takeout

https://takeout.google.com/settings/takeout

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(continued)• Then follow the instructions

at

https://medium.com/@bobma

ria57/how-do-i-export-emails-

from-gmail-as-mbox-files-

and-restore-them-back-to-

gmail-account-f6d4f589da75

https://medium.com/@bobmaria57/how-do-i-export-emails-from-gmail-as-mbox-files-and-restore-them-back-to-gmail-account-f6d4f589da75

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A FREE MBOX VIEWER

• A free Mbox viewer for

"Windows.." that runs as a

"portable app" can be

obtained at

https://sourceforge.net/project

s/mbox-

viewer/?source=directory

https://sourceforge.net/projects/mbox-viewer/?source=directory

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"THUNDERBIRD" CLIENT

PROGRAM CAN SAVE EMAIL AS

MBOX FILES• When you create a "local folder"

in the "local folders" part of the in

the "Thunderbird" email client

program, it saves any email

messages that you drag or copy

to it as part of a new Mbox file

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MBOX FILES

• Each folder inside the "local

folders" part of "Thunderbird" is

actually a separate MBOX file.+

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MBOX FILES

• Each folder that you create or

find inside an existing "top level"

folder inside "local folders" is a

folder inside an MBOX file.

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MBOX FILES (continued)• See

http://help.unc.edu/help/how-do-

i-find-my-local-mail-folders-in-

mozilla-thunderbird/

http://help.unc.edu/help/how-do-i-find-my-local-mail-folders-in-mozilla-thunderbird/

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MBOX FILES (continued)• In our example, Thunderbird's

Mbox files are located at

C:\Users\testuser\AppData\Roa

ming\Thunderbird\Profiles\p0jv07

b7.default\Mail\Local Folders

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MBOX FILES (continued)

• The files that do not have a 3-

character file extension are Mbox

files:

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MBOX FILES (continued)

• When you drag or move an email

message from the "Inbox" or a

synchronized folder to a personal

data file folder, you are taking it out

of the synchronization process of

the receiving server and storing the

email message inside a local MBOX

file

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"OUTLOOK" EMAIL CLIENT

PROGRAM TO SAVE A SINGLE

EMAIL MESSAGE AS AN .MSG FILE

• Open the email message

• File

• Save As..

• Select .msg file format

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"OUTLOOK" EMAIL CLIENT

PROGRAM TO SAVE A SINGLE

EMAIL MESSAGE AS AN .MSG FILE

(continued)

• The "Outlook.." email client

program will open a *.msg file

when you double-click on it

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"OUTLOOK.." EMAIL CLIENT

PROGRAM TO SAVE EMAIL AS A

.PST FILE

• The "Outlook.." email client

program automatically makes a

file called "Personal.pst" or

"Outlook.pst" for you to save or

copy email messages into.

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.PST FILE (continued)

• When you make folders at or

copy or drag files into "Personal

Data Files" in "Outlook..", you are

creating stored copies of email

that are not synchronized with

your email service provider's

IMAP or Exchange server

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.PST FILE (continued)

• You can make many additional

data files inside the configuration

screens of the "Outlook.." email

client program

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"OUTLOOK.." EMAIL CLIENT USES

.OST FILE TO SYNCRONIZE EMAIL

WITH RECEIVING SERVERS• If the receiving email server of your

email provider is an IMAP or

Exchange/ActiveSync server, the

"Outlook.." email client program

uses a local *.OST file to store email

messages in compliance with the

IMAP or Exchange/ActiveSync

server.

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"OUTLOOK.." EMAIL CLIENT USES

.OST FILE TO SYNCRONIZE EMAIL

WITH RECEIVING SERVERS

• When you drag or move an email

message from the "Inbox" or a

synchronized folder to a personal

data file folder, you are taking it out

of the synchronization process of the

receiving server and storing the

email message inside a local PST

file

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"OUTLOOK.COM OFFLINE

ACCESS"

• If you usually use outlook.com by

means of "Webmail" in a Web

browser, when your computer

does not have an active Internet

connection, you can use

"Outlook.com Offline" to view and

compose email messages

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ACCESS" (continued)

• In our "Window 10 Home" computer,

we were able to get "Outlook.com

Offline Access" working in the Edge

browser

• We were unable to get "Outlook.com

Offline Access working with "Internet

Explorer 12" or any other non-

Microsoft Web browser

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ACCESS" (continued)

• To set up "Outlook.com Offline

Access", see

http://www.intowindows.com/enab

le-use-outlook-com-offline-

access/

http://www.intowindows.com/enable-use-outlook-com-offline-access/

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ACCESS" (continued)

• Before you close down

"Outlook.com" running in the

Edge browser, remember to

press

Ctrl + d

to create the required bookmark

inside the Edge browser

saving email - aztcs.apcug.org

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